INSTRUCTIONS FOR NEW PUBLIC SEARCH SYSTEM July 1, 2012 The public search system has been modified and improved to comply with new state indexing standards effective July 1, 2012. This document is intended to serve as a guide to the new features of this system and to explain the search options available to the user, including the search logic for each of these new features. The initial menu of the screen is consistent with the prior system. The first option ( Index Search ) contains the new search options required for compliance with the indexing standards. The second option ( Imaging Search ) allows the user to access images by entering the book and page number by book type. This is the same imaging program that was previously available. No changes were made to this program. The third option ( Imaged Index ) allows the user to access scanned historical index books. This program also has not been changed. Not all systems have this option. Choose one of these three options to begin your search. From later screens, the user can return to this initial main menu by choosing Main Menu in the upper right hand corner. This is the search option that includes new search functions. 1
The New Search Screen Menu Click Main Menu Button to return to main search menu Use these radial buttons to select type of index to search 2
Summary of Features 1. ALL SEARCH : Users can choose to search individual index types (such as Land, Births, Deaths, etc.), or they can choose to search all of the displayed index types at the same time by choosing the All radial. Only one option can be chosen. The radial buttons are at the top of the screen. 2. HUMAN NAME SEARCH: After selecting the index type to search (All, Land, Birth, etc.), select the type of name to search. For Human names, select the Human radial. Radials for selecting Human or Non-Human HUMAN SEARCH--SURNAME FIELD: The human surname field uses exact match logic, meaning the system will find all EXACT matches for the SURNAME field, even if the name is not the first name in the field. Example: If the user searches SMITH, the system WILL FIND surnames like this: SMITH JONES SMITH HENDERSON-SMITH WILL NOT FIND surnames like this: SMITHERS SMYTH HUMAN SEARCH GIVEN NAME FIELD: The given name field works with starts with logic, meaning it will find all matches that START WITH the characters entered. Example: If the user searches SMITH in the SURNAME FIELD and JOHN in the GIVEN NAME FIELD, the system WILL FIND names like this: HENDERSON-SMITH, JOHN JONES SMITH, JOHN SMITH, JOHN SMITH, JOHN A SMITH, JOHN ALBERT SMITH, JOHNNY SMITH, STEVEN JOHN 3
The given name field can be searched with a single character. Example: If the user searches SMITH in the SURNAME FIELD and J in the GIVEN NAME FIELD, the system will return as a match all SMITH surnames that contain at least one name in the given name field that starts with J, including JR. Thus, the system WILL FIND names like this: SMITH, A J SMITH, ALBERT JOSHUA SMITH, BARRY JR SMITH, J ADAM SMITH, JAMES SMITH, JOHN SMITH, WALTER JOHN WATSON SMITH, JAMES 3. NON-HUMAN NAME SEARCH: After selecting the index type to search (All, Land, Birth, etc.), select the type of name to search. For Non-Human names, select the Non-Human radial. Once selected, the only name field available is NON-HUMAN NAME. The system will find any name that contains ALL of the words entered into the Non-Human Name Field. The words can be anywhere in the name, do not have to be together in the name, and do not have to be in the order entered into the search field. Radials for selecting Human or Non-Human Example: If the search is HOUSING URBAN, the system will return any indexed entries that contain both HOUSING and URBAN: DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT DEPT OF HOUSING AND URBAN DEVELOPMENT SECRETARY OF HOUSING & URBAN DEVELOPMENT SECRETARY OF HOUSING AND URBAN DEVELOPMENT USA HOUSING AND URBAN DEVELOPMENT Example: If the search is DAVIE COUNTY the system will return results such as: ARCHERY COMPANY OF DAVIE COUNTY COUNTY DAVIE COUNTY OF DAVIE DAVIE COUNTY DAVIE COUNTY BOARD OF HEALTH 4
SEARCHING FEWER WORDS MAY YIELD MORE ACCURATE RESULTS: If the search includes multiple words, ALL of the words must be found in the name. Example: If the search is FIRST BAPTIST CHURCH TRUSTEES, then the system will have to find all four words. The order does not matter. In the example, the system WILL FIND TRUSTEES OF FIRST BAPTIST CHURCH OF MOCKSVILLE WILL NOT FIND FIRST BAPTIST CHURCH OF DAVIE COUNTY because the word trustees was not in the name Thus, the ideal search would be one with the fewest words to find all variations of the name that is being searched. Use key words in the name, regardless of the order. The system will return all of the names in the index that contain all of the words searched, regardless of the order of the words in the non-human name. 4. OPTIONAL RESTRICTIONS TO THE NAME SEARCH: This portion of the screen allows the user to return fewer than all matches for the name searched. All Index Types--Start Date/End Date: This restriction may be used in all index type searches (All, Land, Birth, etc.). The user may enter a start date to retrieve results starting on or after that date. The user may enter an end date to restrict results to a time period between the start and end date, but it is not necessary to enter an end date. If no end date is entered, the search results will be for the start date through the most recently available records. If no start date is entered the search results will be for the entire time period that records are available for the index type being searched. Land Index Only: If the Consolidated Real Property Index (Land) option is selected, the user can also filter the search by series (grantor or grantee) and instrument type(s) such as DEED, QCD, etc. To restrict by more than one instrument type, enter the instrument types with a comma and no space between them. OPTIONAL RESTRICTIONS 5
5. USEFUL OPTIONAL SEARCH FEATURES: SOUNDEX: The soundex (sounds like) feature allows users to find not only the name searched, but also names that sound like the name searched. To access this feature, click on the Sounds like (soundex) option under Search Options. This is on the same line as the Search button itself. The logic works for human surnames and non-human names. It does not apply to human given names. SOUNDEX Example: If the search is for the Surname SMITH and Soundex is selected, the system will find SMITH and SMYTH Example: If the search is for the Surname REEVES and Soundex is selected, the system will find REAVES, REAVIS, REEVES, REVIS, etc. INCLUDES SURNAME/HON-HUMAN NAME BEGINS WITH: Instead of requiring an exact match of a surname or non-human name, this search feature allows the user to access names that start with the entry. For human names, it must be the beginning of the surname. For non-human names, it must be the beginning of the nonhuman name. The logic will NOT find the name searched later in the name. INCLUDE SURNAME/ NON-HUMAN NAME BEGINS WITH Example: If using this option, a human search for SAND WILL FIND SAND, SANDS, SANDES, SANDERS, SANDERSON, and SANDERSONS WILL NOT FIND SMITH-SAND or JONES SANDERSON Example: If using the option for non-human names (not recommended), a search of CAND WILL FIND CANDLE STORE WILL NOT FIND THE CANDLE STORE because the name did not start with CAND 6
AUTO-COMPLETE: This feature can be chosen by clicking in the Auto-Complete box to the right of the human and non-human name radials. If chosen, the system will return up to 10 name matches in alphabetical order as the searcher types in the name. To select a name for the search from the auto complete list, just double click on that name. This feature can be used for both human surnames and given names. It can also be used for non-human names. AUTO-COMPLETE 6. BOOK AND PAGE INDEX SEARCH: Choose the Book/Page option on the left side of the menu (under Name). The system will allow you to enter both a book and page number and the search results will be returned in an order sorted by book and page. If your index search does not have an exact match, the system will take the user to the closest match. BOOK AND PAGE 7
7. INSTRUMENT NUMBER SEARCH: This option is primarily for ROD staff use. It allows the user to find an instrument by its instrument number and year. INSTRUMENT NUMBER 8. RECORDED DATE SEARCH: Choose the option on the left side of the screen for Recorded Date. This option allows the user to search any or all index types by date only without the need for a name. The beginning date is required. The ending date is optional. The results can be returned for all matches, or can be further restricted by instrument type(s). If restricted by instrument types, only the instruments that match both the date restriction and the instrument type(s) will be displayed. RECORDED DATE 9. PIN SEARCH: For offices that index PIN number, a search by this number is available. The search requires an exact match. If the office does index PIN number, an option will be shown on the left side of the screen below Recorded Date. If the office does not index PIN, then no option will be available. 10. DESCRIPTION SEARCH: Choose the Description option on the left side of the screen to use this option. This option allows users to search the description information keyed into the index. The logic is the same as the non-human name logic. Any words keyed in must match exactly. If the county uses abbreviations for lot, block, etc, then these abbreviations must be used. Likewise, any numbers combined with letters will be considered a single word unless separated by a space. Example: If the user searches Lot 16, the system WILL FIND descriptions that include Lot 16 or 16 Lot WILL NOT FIND descriptions that include LT16 or LT 16 8
Directory Screen The results of a name search are displayed in a directory screen. The screen shows all matches and the number of records for each match. Each unique name will be a separate entry. As punctuation is added to names after July 1, 2012, names with and without punctuation will be separate entries. 9
If the user only wants to see the index and detail information for one of the directory names, highlight that name and press enter (or the next button at the bottom left of the screen). All of the index and detail information will be displayed for each of the entries for that name. If the user wants to see the index and detail information for more than one directory name, check the boxes to the left of the name for all names the user wants to review together. Once in the index/detail screen, the indexing information can be sorted by clicking on any of the headings, such as recorded date. Click this box to select every name (which will place a check in the box next to every name) To view or print information for a single or a few names at a time, individually click the boxes next to the names to select them. Once names are selected, click next or enter to view the index detail for the selected names. Or-click add checked to custom to create a custom list Or-click print checked to print the directory list of checked names In order to print the entire directory, check every box to the left of the names by clicking the box in the heading. One click of this box will put a check in each box. Another click will uncheck each box. If you want to print only certain directory entries, check only the boxes next to the desired names. Prior to checking at least one box, the print checked button is disabled. 10
Index/Detail Screen This screen displays the combined index and detail information, with the index information at the top of the screen, and the detail information at the bottom of the screen. The detail information changes as the cursor highlights different indexing information, displaying all of the information for that instrument, including all parties. Click one of these headings to sort based on that information. Click this button to view image for instrument displayed The index information is sortable by clicking on the field headings such as recorded date or instrument type. To access an image from this screen, the user can Click on the image button to the right of the detail information, OR Press F11, OR Press enter with one of the index entries highlighted, OR Double click on a particular index entry. 11
Custom List Directory entries can be added to a Custom List. To add names from the directory, click in the box to the left of the directory name for each name that you want to add to the custom list. Then, choose the Add Checked to Custom option at the bottom of the screen. From Directory List, place checks next to names and click add checked to custom to add all index entries for that name to custom list From Index/Detail, place checks next to individual entries and click add checked to custom to add those individual names to custom list 12
To access the custom list, click on the custom list tab at the top of the screen after names have been added. The tab will display the number of records in the custom list. Once names are added to a custom list, the custom list tab becomes active and can be clicked on to view. Click this button to view image for instrument displayed 13
The user can add to the custom list after multiple searches. The list will only be erased when the user determines that the list should be erased. It can be erased after printing through a prompt. In addition, on the main search screen, at the bottom right there is a display of the custom list that includes the number of records currently in the list. If the user wishes to erase the list, click on Clear Custom User List. This can also be done if the user starts a search on a computer when a prior user left a populated custom list. Click here to Clear Custom User List 14